PWS FINAL SOLICITATION RFQ 1 Aug 11.doc

Attachment 1 to RFQ FA5209-11-T-0127

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON, JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE-BASED WORK STATEMENT

FOR

MAINTENANCE OF GAS ENGINE, ELECTRICITY GENERATOR AND OTHER AUXILIARY EQUIPMENT AND SYSTEMS IN THE CO-GENERATION PLANT, FACILITY No. 123-15, SAGAMIHARA FAMILY HOUSING AREA

1 AUG 2011

(FEWR No. ME-10009-0J) The attached Performance-Based Work Statement is being provided IAW Section 801, 10 USC 2330. Any contract or task order resulting from this request is to be acquired using performance-based principles.

Table of Contents

SECTION 1

Description of Services/General Information

Page 2 thru 10

SECTION 2

Services Summary

SECTION 3

Government Furnished Property and/or Services

SECTION 4

Appendices

Page 13 thru B1-53

Appendix A: Workload Data

A1. Estimated Workload Data

A1

A2. Plant Equipment

A2-1 thru 3

A3. Annually Maintenance Schedule

A3-1

A4. Minimum Required Work Elements

A4-1 thru A4-15

A5. List of Minimum Required Replacement Parts for

D, E and F-type Maintenance

A5-1-1 thru A5-3-9

Appendix B: Sample Maintenance Reports format for Annually Maintenance

(Japanese Version)

B1-1 thru B1-53

SECTION 1

1. DESCRIPTION OF SERVICES. The contractor shall provide all labor, equipment, transportation, tools, supervision, and other items and services necessary to provide the services as required for maintenance of gas engine, electricity generator and other auxiliary equipment and systems in the Co-generation plant, facility number 123-15, Sagamihara Family Housing Area (SFHA).

1.1. MAINTENANCE.

1.1.1. Quarterly Maintenance. Adjustment of Gas-Air Ratio for each engine will be required on a quarterly basis. The contractor shall perform Gas-Air adjustments on engines to keep proper operating conditions. A detailed procedure for adjustment of gas-air ratio is specified in Appendix A4.

1.1.1.1. Quarterly Maintenance Schedule. The contractor shall provide a quarterly maintenance schedule to the Contracting Officer Representative (COR) for approval within 30 days from contract award and start date of each option year.

1.1.1.2. Quarterly Maintenance Reports. The contractor shall prepare quarterly maintenance reports in both English and Japanese and submit to the COR within 15 calendar days after each quarterly maintenance is accomplished. The quarterly maintenance reports shall include as a minimum the following information:

(1) Date work started.

(2) Engine number.

(3) Actual running hours of the maintained engine.

(4) Name of people who performed each service.

(5) Description of service performed.

(6) Test with analyzed and adjusted data results.

(7) Recommendation for effective daily maintenance and operation.

(8) Date of work completion.

(9) Signature of manufacturer’s representative.

1.1.2. Annual Maintenance. Three types of maintenance (such as D-type maintenance per 8,000 hours, E-type maintenance per 16,000 hours, and F-type maintenance per 32,000 hours) are required in accordance with manufacturer’s recommendations. Proposed annual maintenance schedule for D, E and F-types are specified in Appendix A3 as the annual maintenance.

1.1.2.1. Annual Maintenance Schedule. The contractor shall provide an annual maintenance schedule to the COR for approval. The contractor shall provide and submit the schedule to the COR to obtain approval within 30 days from contract award and start date of each option year. The annual maintenance schedule shall be referenced in the proposed schedule in Appendix A3, and show the order in which the contractor proposes to perform maintenance services, the dates on which the contractor will start each work element, the scheduled date for completion of each element, and the number of man–hours needed for each work element. The minimum required work elements are listed in Appendix A4 of this PWS.

1.1.2.2. Annual Maintenance Services. The contractor shall accomplish annual maintenance services on the gas engines, electricity generators and auxiliary systems listed in Appendix A2, to ensure reliable, functional, and continuous operation. Maintenance service includes, but is not limited to gas engines, electricity generators, exhaust gas boilers, plate type heat exchangers, pumps, and valves. These services shall be in accordance with commercial practices meeting manufacturer’s specifications and minimum required maintenance items as listed in Appendix A4 and minimum required replacement parts as listed in Appendix A5.

1.1.2.3. One engine shall remain operational at all times. Services requiring complete plant stoppage should be minimized to prevent any disruptions in the mission.

1.1.2.4. Annual Maintenance Reports. The report for annual maintenance shall be prepared in both English and Japanese and submitted to the COR within 30 calendar days after the completion date of each annual maintenance. Subject reports shall be submitted with 2 copies in booklet-type form and 1 digital form, which shall include as a minimum the following information:

(1) Type of required major maintenance.

(2) Engine and generator number.

(3) Actual running hours of the maintained engine.

(4) Date work started.

(5) Name of people who performed each service

(6) Equipment item checklist

(7) Description of each service performed and item No. of each maintenance requirement (Appendix A4).

(8) Drawings/sketches for specified service areas.

(9) Pictures/photographs such as deteriorated parts, replacement of new parts, etc.

(10) Test and analyzed data results.

(11) Recommendation for effective daily maintenance and operation.

(12) Date work completion.

(13) Cost break-down for each maintenance provided, per maintenance item (labor cost and material cost).

(14) Signature of manufacturer’s representative.

Japanese Manufacturer formats of the maintenance reports are attached in Appendix B1 of this PWS for contractor’s information. In addition of such detailed maintenance data, the contractor shall include the above listed information into the maintenance reports.

1.2. ADDITIONAL REPAIR/REPLACEMENT WORKS.

1.2.1. When the Contracting Officer (KO) determines any repair/replacement work beyond the scope of para 1.1. Maintenance of the PWS, necessary to maintain the Government Co-generation plant in an operable condition, price of such work will be negotiated between the contractor and the KO, and included in a Supplemental Agreement to the contract. The funds for additional repair/replacement work will be reserved separately and obligated via issuance of modification to the contract.

When the KO requests repairs within the scope of this PWS, the contractor shall submit a detailed cost breakdown to support the individual cost elements of labor and material cost estimation, as well as providing information and instruction on the work scope with necessary drawings and the desired period of time for completion of the work for additional repair/replacement work.

1.2.2. Additional Repair/Replacement Works Document.

Prior to performing additional repair/replacement work, the contractor shall submit the following information at least 10 calendar days before starting the additional repair/replacement work:

(1) Control number.

(2) Date and time the request was received, and work began.

(3) Location of one time repair work requirement.

(4) Description of one time repair work requirement.

After completion of one time repair work, the following information is to be added to the additional repair/replacement work document:

(5) Description or cause of malfunction and defective parts.

(6) Appropriate number of photographs showing deficiencies.

(7) Date and time completed.

(8) Signature of manufacturer’s representative.

A copy of completed additional repair/replacement work shall be submitted to the COR within 10 calendar days after completion of the additional repair/replacement work.

1.3. RECORD KEEPING: The contractor shall maintain cumulative maintenance records for each individual piece of equipment listed at Appendix A2.1. The record shall include quarterly and annual maintenance, any document for repair work, and any other data necessary for maintenance of the system. The record shall be updated when performed. The record shall be made available to the Government in digital format and hard copy for annual examination within 5 working days upon request by COR. The records for the entire contract period including option periods shall be available to the Government in digital format and hard copy for final acceptance and reproduction to the COR within 5 working days after completion/termination of the contract.

1.4. CONTRACTOR MANPOWER REPORTING: The office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://cmra.army.mil/. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

1.5. GENERAL INFORMATION:

1.5.1. Contractor Qualifications. The contractor or sub-contractors must have successfully completed one or more similar type job(s) such as maintenance and/or overhaul of an electricity generation system (Above 500 KW, Gas Engine) within the last 3 years (3年以内に500KW以上の常用・非常用兼用自家発電設備（ガスエンジン）の点検整備の業務実績).

1.5.2. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the KO.

1.5.2.1. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract.

1.5.2.2. The contract manager or alternate shall be available during normal duty hours, and be available within 3 hours during non-duty hours to meet on the installation with the COR to discuss emergencies. The contract manager shall provide an emergency contact number for other than normal duty hours.

1.5.2.3. The contract manager or alternate shall have a good working knowledge of the English language, a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives, written and oral, issued in English by the contracting officer or COR. When this requirement is not available to the contract manager or alternate, the contractor shall provide a translator for them.

1.5.3. Contractor Employees. The contractor is required to provide employees who have sufficient experience in maintenance and overhaul works of similar gas engines under this contract and skilled mechanics/electricians. The contractor personnel shall also possess the following listed certificates/licenses at all times while performing work. The required certificates/licenses shall be current and updated when changes occur.

· Engineering License for Electric Generation Systems of Private Use (自家用発電設備専門技術者資格)

· Individual being trained exclusively for Hanging Techniques by Hoists/Cranes (玉掛技能講習修了)

· Inspector License for Firefighting Equipments/Systems, 1st Class (第１種消防設備点検資格)

· Electrical License, 1st Class (電気工事士１種)

1.5.3.1. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the contractor remove from the Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

1.5.3.2. Third Country Nationals (TCN). The Security Forces on each base control entry to the base. Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

1.5.3.3. U.S. Government or Master Labor Contract Employees. The contractor shall not hire employees of the U.S. Government and/or Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR Section 3.104. Further, the Contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.

1.5.3.4. Military Personnel. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

1.5.3.5. Roster. The contractor shall provide a complete roster of all personnel (include contract manager and alternate contract manager) to the COR prior to the start of performance. Roster must include employee’s name, address, telephone number and certificate/license, and documentation certificate/license with the date obtained and validated. The contractor shall maintain a current listing of employees, providing updates as changes occur.

1.5.4. QUALITY CONTROL. The contractor shall develop and maintain a quality program to ensure the services are performed in accordance with commonly accepted commercial practices.

1.5.5. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are performed in accordance with the PWS. The designated COR will evaluate the contractor’s performance through intermittent on-site inspections and receipt of complaints from operators of the Co-generation plant.

1.5.6. GOVERNMENT REMEDIES. The KO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.5.7. Mobilization and Phase-In Period. In the event other than the incumbent contractor is the successful offeror, a period of 30 calendar days is deemed sufficient for the new contractor to mobilize, phase-in and complete preparation prior to the start of contract performance on the date specified in the contract. All offerors are cautioned to be fully aware of the above and consider the stated phase-in time in their planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract.

1.5.8. AVAILABILITY OF FACILITY.

1.5.8.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. Federal and other designated holidays listed below, during normal duty hours, 0800 - 1600 hours unless prior arrangements have been made with the COR.

1.5.8.2. Legal American Holidays and Other Designated Holidays.

American Holidays

1 January New Year’s Days

3rd Monday in January Martin Luther King Jr.’s Birthday

3rd Monday in February President’s Day

Last Monday in May Memorial Day

4th of July* Independence Day

1st Monday in September Labor Day

2nd Monday in October Columbus Day

11 November* Veterans Day

4th Thursday in November Thanksgiving Day

25 December* Christmas Day

Other Designated Holidays

1, 2 & 3 January New Year’s Days

29, 30 & 31 December Year End Days

*Holidays falling on a Saturday will be observed on the preceding Friday, Holidays falling on a Sunday will be observed on the following Monday.

1.5.9. SECURITY SAFETY REQUIREMENTS.

1.5.9.1. Installation Base Passes. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to contractor personnel at no cost to the contractor. Vehicle insurance certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 http://www.apd.army.mil/USAPA PUB pubrange P.asp for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation 190-13 http://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/doc/reg190-13.pdf for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

1.5.9.2. Security Requirements. The contractor shall ensure each employee obtains required pass and identification items for access to SFHA. These items are issued by the Security Forces Pass and Registration Section. The contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other government identification for terminated employees shall be returned to the KO within 24 hours of termination.

1.5.9.3. Reports of Damages, Destruction, Injury, or Death

(a) The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “Contractor” includes the Contractor, its agents, servants or employees.

(b) The contractor shall submit these reports to the KO through the COR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) A complete written report shall be submitted within 96 hours after occurrence of the incident. A copy of this report shall be furnished to the COR.

1.5.9.4. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The contractor shall comply with all of the U.S. Army and USAG-J Fire Protection and Safety Regulations or Japanese Law, whichever is more stringent, to insure compliance by all subcontractors.

1.5.9.5. The contractor shall not commence work at the job site until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the COR. The contractor is responsible for reviewing section 1 of EM 385-1-1, the US Army Corps of Engineers’ Safety and Health Requirements Manual, which will be provided at time of contract award.

1.5.9.6. The contractor shall provide warning signs and barricades around the job site while the equipment and/or systems are being serviced. The contractor shall control all personnel desiring access into job site areas when work is in progress.

1.5.9.7. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or releases of hazardous materials to the KO and COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such substance. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Material Safety Data Sheets (MSDS).

1.5.9.8. Environmental and Hazardous Material Handling. The contractor shall comply with municipal environmental laws to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

1.5.9.9. Off Limits Signs. The contractor shall provide “OFF LIMITS” signs in both English and Japanese and post them at the entrances, as appropriate or required, and at the job site. Advance information concerning the contractor’s activities and on-site schedule will be provided to building occupants through the Directorate of Public Works (DPW).

1.5.10. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

1.5.11. Cleanliness. The contractor is responsible for cleanliness of the service areas in the plant, immediately adjacent to the plants, and office space used. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The contractor shall furnish such supplies as required.

1.5.12. DISPOSAL OF MATERIALS. All debris and unserviceable materials generated under this contract such as industrial waste, non-recyclable materials and equipment/material not listed on hand-receipts shall be disposed of off-base by the contractor in accordance with the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

1.5.13. WARRANTY. The contractor shall provide the government with their most favorable commercial warranty. The government shall receive the same warranty service as the contractor’s most favored customers.

1.5.14. RESPONSIBILTY FOR DAMAGES. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired by the Contractor to its original condition at no additional cost to the U.S. Government.

1.5.15. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utility conservation practices. The contractor shall be responsible for operating under conditions, which preclude the waste of utilities. The contractor shall comply with additional energy policies upon notification by the KO.

SECTION 2

2. SERVICES SUMMARY.

The following Services Summary (SS) identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

SECTION 3

3. GOVERNMENT FURNISHED PROPERTY AND / OR SERVICES.

3.1. GOVERNMENT FURNISHED FACILITIES, EQUIPMENT AND MATERIALS.

3.1.1. GOVERNMENT FURNISHED FACILITIES: None

3.1.2. GOVERNMENT FURNISHED TOOLS AND EQUIPMENT: None

3.1.3. GOVERNMENT FURNISHED MATERIALS (GFM): None

3.2. OTHER GOVERNMENT-FURNISHED ITEMS.

3.2.1. UTILITIES: The government shall furnish available water, electricity and heat, without cost to the contractor. All temporary installations and connections made by the contractor shall comply with Army Regulations (AR) 420-1 and applicable building codes, and shall be subject to periodic inspection by theCOR.

3.2.2. SECURITY FORCES AND FIRE PROTECTION. Upon request for assistance, the following units will provide services on installations as necessary:

Emergency Telephone for Fire, Ambulance, and the Military Police: Telephone 911. If treatment/service is provided to the Contractor by base personnel, it will be on a cost reimburseable basis.

When the contractor uses the above services, the contract manager shall immediately report the details to the COR. The detailed reporting requirements are specified paragraph 1.5.9.3. above.

3.2.3. EMERGENCY MEDICAL. In the event of a medical emergency, accident, or injury involving the contractor personnel during performance of duties under this contract, services will be rendered in order to save life, limb or to stabilize for transportation to a local medical treatment facility. The contractor shall reimburse the Government for the emergency medical services at the prescribed rate. The contractor shall submit the report in accordance with paragraph 1.5.9.3. above.

SECTION 4

4. APPENDICES.

Appendix A: Workload Data

A1. Estimated Workload Data.

A1-1 A2. Plant Equipments

A2-1 thru 3

A3. Annually Maintenance Schedule

A3-1

A4. Minimum Required Work Elements

A4-1 thru A4-15

A5. List of Minimum Required Replacement Parts for

D, E and F-type Maintenances

A5-1-1 thru A5-3-9

Appendix B: Sample Maintenance Reports format for Annually Maintenance

(Japanese Version)

B1-1 thru B1-53